Sending Invoices to QuickBooks: Summary or Itemized

• Summary: QuickBooks gets one invoice with four lines: Parts, Labor, Sublets and Fees, each with its total. This is the best fit if you only need totals in your books.

• Itemized: QuickBooks gets one line for every part, labor item, fee and sublet on the work order, with its own quantity and price. This is the best fit if you want the full detail in QuickBooks.

One-time setup

• Connect your shop to QuickBooks in the shop settings.

• In the QuickBooks settings, map each category (Parts, Labor, Sublet, and Shop Supplies/Fees) to the QuickBooks account or item it should post to. The labels there are "Parts Revenue", "Labor Revenue", "Sublet Revenue" and "Shop Supplies/Fees Revenue".

• Choose Summary or Itemized for your shop under Select QuickBooks Sync Level.

Sending an invoice

• Open the invoice on the Invoices page and select Send to QuickBooks.

• Review the popup and select Send to QuickBooks.

• The app refreshes the QuickBooks connection and looks up the customer by email. If the customer isn't in QuickBooks yet, it creates them.

• It creates the invoice and saves the QuickBooks invoice ID on the invoice, so the payment can be attached to it.

• If a payment is recorded, it's sent to QuickBooks and attached to that invoice.

What goes into an itemized invoice

• Parts: each part is a line with its quantity and unit price (retail less any discount spread across the quantity).

• Labor: each labor item is a line with its hours and hourly rate.

• Job fees, work order fees and sublets: each is a line with quantity 1 at its amount. Sublets use the retail price, not your cost.

• Not included: jobs marked Deferred, and any job that belongs to a different work order.

• Amounts: each line amount is quantity times unit price, rounded to cents.

Good to know

• The invoice date is the day you send it, not the work order date.

• Sending twice creates a second invoice, so delete test invoices in QuickBooks.